Administrative Assistant - Healthcare Administration

Position Summary: The Administrative Assistant will work closely with the Practice Administrator to support daily business operations, coordinate administrative projects, maintain records and tracking systems, and assist with communication and follow-up across multiple departments. They will also be cross-trained to support the billing department as needed. The ideal candidate will demonstrate strong organizational skills, excellent attention to detail, discretion when handling confidential information, and the ability to manage multiple assignments with minimal supervision. Must be able to use Excel without assistance and have some basic understanding of marketing/Adobe Spark design.

Key Responsibilities: Administrative & Operational Support Provide direct administrative assistance to the Practice Administrator. Assist with scheduling, calendar management, meeting coordination, and preparation of administrative materials. Maintain organized records, spreadsheets, reports, and tracking systems. Monitor assigned projects, deadlines, and outstanding action items. Communicate with employees, providers, vendors, and outside organizations as directed. Assist with developing, updating, and organizing office procedures and administrative documents. Human Resources & Provider Support Assist with employee onboarding documentation and new-hire administrative processes. Maintain employee training, certification, and compliance tracking records. Coordinate administrative aspects of provider credentialing, enrollment, and recredentialing. Assist with recruitment activities, including applicant correspondence, interview scheduling, and candidate tracking. Support personnel file organization and routine HR documentation. Business & Financial Administration Assist with preparing reports, compiling data, and maintaining administrative spreadsheets. Organize invoices, purchasing records, and vendor documentation. Coordinate routine purchasing requests and follow up on outstanding orders or vendor matters. Assist with collecting and organizing information needed for financial and operational reporting. Support administrative coordination for affiliated clinic operations. Communications & Special Projects Assist with internal communications, staff announcements, and meeting preparations. Help coordinate employee events, recognition activities, and practice initiatives. Assist with website updates, marketing materials, and other communications projects as assigned. Support special projects, organizational improvements, and administrative initiatives.

Required: High school diploma or equivalent. Strong organizational and time-management skills. Proficiency with Microsoft Office, particularly Outlook, Word, and Excel. Excellent written and verbal communication skills. Ability to prioritize tasks, meet deadlines, and follow through on assignments. Strong attention to detail and accuracy. Ability to handle confidential employee, patient, and business information professionally. Ability to work independently while maintaining effective communication with management.

Preferred: Previous experience in an administrative assistant, office coordination, or similar role. Experience working in a medical office or healthcare organization. Familiarity with healthcare administrative operations, human resources, credentialing, or business reporting. Experience maintaining spreadsheets, tracking systems, and administrative records.

Ideal Candidate: We are particularly interested in someone who: Takes initiative and identifies what needs to be done. Is comfortable managing several responsibilities simultaneously. Is dependable, adaptable, and resourceful. Has a strong sense of ownership and accountability. Can recognize priorities and complete assignments without constant reminders. Enjoys learning new systems and processes. Maintains professionalism and discretion when working with sensitive information. Schedule & Work Environment This is a part-time, on-site position consisting of approximately 15 hours per week. Specific scheduling arrangements will be discussed during the interview process. The Administrative Assistant will work directly with the Practice Administrator and collaborate with various departments throughout the organization. This could turn into a full-time, 40-hour-per-week role depending on the candidate. Family Medical Associates & Pediatrics is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.